> ## Documentation Index
> Fetch the complete documentation index at: https://docs.optiverse.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Common Issues & Solutions

> Troubleshoot common problems and find quick solutions

Find solutions to the most frequently encountered issues when using Optiverse. This comprehensive troubleshooting guide covers setup problems, integration issues, and performance optimization.

## Meeting Issues

### Meeting Assistant Not Joining

<Accordion>
  <AccordionItem title="Symptoms">
    * AI assistant doesn't appear in meeting
    * No transcription or notes generated
    * Meeting shows as "Not Started" in dashboard
    * No recording or analysis available
  </AccordionItem>

  <AccordionItem title="Common Causes & Solutions">
    **Permission Issues**

    ```
    ✅ Solution:
    1. Check meeting platform permissions
    2. Ensure Optiverse has calendar access
    3. Verify meeting link is accessible
    4. Confirm audio/video permissions granted
    ```

    **Incorrect Meeting Setup**

    ```
    ✅ Solution:
    1. Verify meeting is properly scheduled in Optiverse
    2. Check meeting start time and time zone
    3. Ensure meeting type is correctly configured
    4. Confirm integration is active and connected
    ```

    **Technical Issues**

    ```
    ✅ Solution:
    1. Check internet connection stability
    2. Verify meeting platform is accessible
    3. Try refreshing the meeting page
    4. Test with a different browser/device
    ```
  </AccordionItem>
</Accordion>

### Poor Transcription Quality

<CardGroup cols={2}>
  <Card title="Audio Issues" icon="microphone">
    **Symptoms:**

    * Incomplete or garbled transcription
    * Missing speaker identification
    * Incorrect words or phrases

    **Solutions:**

    * Use high-quality microphones
    * Minimize background noise
    * Ensure stable internet connection
    * Speak clearly and at moderate pace
  </Card>

  <Card title="Setup Issues" icon="cog">
    **Symptoms:**

    * No transcription generated
    * Wrong language detected
    * Speaker names incorrect

    **Solutions:**

    * Check microphone permissions
    * Verify language settings
    * Configure speaker profiles
    * Test audio before important meetings
  </Card>
</CardGroup>

### Action Items Not Detected

<Steps>
  <Step title="Check Language Patterns">
    **Use Explicit Task Language**

    ```
    ❌ "We should probably look into that"
    ✅ "John will research pricing options by Friday"

    ❌ "Maybe someone can handle this"
    ✅ "Sarah is assigned to update the documentation"
    ```
  </Step>

  <Step title="Verify AI Settings">
    **Configuration Check**

    * Ensure action item extraction is enabled
    * Check AI sensitivity settings
    * Verify meeting type is configured correctly
    * Review custom protocol settings
  </Step>

  <Step title="Manual Review">
    **Post-Meeting Actions**

    * Review AI suggestions and edit as needed
    * Add missed action items manually
    * Verify assignees and due dates
    * Provide feedback to improve AI learning
  </Step>
</Steps>

## Integration Problems

### CRM Integration Not Syncing

<Tabs>
  <Tab title="HubSpot Issues">
    **Common Problems:**

    * Meeting notes not appearing in contacts
    * Deal stages not updating
    * Duplicate activities created

    **Solutions:**

    ```bash theme={null}
    1. Check OAuth Connection
       - Go to Settings → Integrations → HubSpot
       - Verify "Connected" status
       - Reconnect if needed

    2. Review Field Mapping
       - Ensure contact/deal fields are mapped correctly
       - Check for required field conflicts
       - Verify data format compatibility

    3. Test Permissions
       - Confirm HubSpot user has necessary permissions
       - Check API rate limits
       - Verify account subscription level
    ```
  </Tab>

  <Tab title="Salesforce Issues">
    **Common Problems:**

    * Opportunities not updating
    * Account records missing meeting data
    * Task creation failures

    **Solutions:**

    ```bash theme={null}
    1. API Permissions
       - Verify Salesforce user permissions
       - Check custom object access
       - Review field-level security

    2. Data Validation
       - Ensure required fields are populated
       - Check data type compatibility
       - Verify record ownership rules

    3. Sync Settings
       - Review sync frequency settings
       - Check error logs for specific failures
       - Test with simplified data first
    ```
  </Tab>
</Tabs>

### Slack Integration Problems

<Accordion>
  <AccordionItem title="Messages Not Posting">
    **Symptoms:**

    * Meeting summaries not appearing in channels
    * Bot not responding to commands
    * Integration shows as connected but inactive

    **Solutions:**

    1. **Check Bot Permissions**
       * Verify bot is added to target channels
       * Ensure posting permissions are granted
       * Check workspace admin settings
    2. **Review Channel Configuration**
       * Confirm channel mapping is correct
       * Check private vs. public channel settings
       * Verify channel still exists and bot has access
    3. **Test Bot Commands**
       * Try `/optiverse help` in a channel
       * Test with simple search queries
       * Check bot status in Slack app directory
  </AccordionItem>

  <AccordionItem title="Search Commands Not Working">
    **Symptoms:**

    * `/optiverse search` returns no results
    * Commands hang or timeout
    * Error messages in Slack

    **Solutions:**

    1. **Verify Search Permissions**
       * Check user has access to meeting data
       * Verify search scope settings
       * Confirm workspace permissions
    2. **Test Search Syntax**
       ```
       ✅ Correct: /optiverse search "project timeline"
       ❌ Incorrect: /optiverse "project timeline"

       ✅ Correct: /optiverse recent meetings
       ❌ Incorrect: /optiverse meetings recent
       ```
  </AccordionItem>
</Accordion>

## Search & Data Issues

### Search Not Finding Results

<Warning>
  **Indexing Delay**: New meeting content may take a few minutes to become searchable. Recent meetings might not appear immediately in search results.
</Warning>

<CardGroup cols={3}>
  <Card title="Query Issues" icon="search">
    **Common Problems:**

    * Too broad or vague queries
    * Incorrect search syntax
    * Typos in search terms

    **Solutions:**

    * Use specific names and dates
    * Try different keywords
    * Use quotation marks for exact phrases
    * Check spelling and grammar
  </Card>

  <Card title="Permission Issues" icon="lock">
    **Common Problems:**

    * Results filtered by permissions
    * Private meeting access denied
    * Team boundaries restricting results

    **Solutions:**

    * Verify meeting access permissions
    * Check team membership
    * Request access from meeting organizer
    * Review privacy settings
  </Card>

  <Card title="Data Issues" icon="database">
    **Common Problems:**

    * Content not indexed
    * Corrupted meeting data
    * Missing transcription

    **Solutions:**

    * Wait for indexing to complete
    * Check meeting processing status
    * Contact support for data recovery
    * Re-process meeting if needed
  </Card>
</CardGroup>

### Slow Search Performance

<Steps>
  <Step title="Check Query Complexity">
    **Optimize Search Queries**

    ```
    ❌ Slow: all meetings with anyone about anything
    ✅ Fast: meetings with John about project X last week

    ❌ Slow: search across all time without filters
    ✅ Fast: search within specific date range
    ```
  </Step>

  <Step title="Use Filters">
    **Narrow Search Scope**

    * Apply date range filters
    * Specify meeting types
    * Filter by participants
    * Use content type filters
  </Step>

  <Step title="Browser Optimization">
    **Improve Client Performance**

    * Clear browser cache
    * Disable unnecessary extensions
    * Use supported browsers
    * Ensure sufficient system memory
  </Step>
</Steps>

## Authentication & Access Issues

### Can't Log In

<Accordion>
  <AccordionItem title="Password Issues">
    **Symptoms:**

    * "Invalid credentials" error
    * Password reset not working
    * Account locked messages

    **Solutions:**

    1. **Reset Password**
       * Use "Forgot Password" link
       * Check email spam folder
       * Try password reset multiple times if needed
    2. **Check Account Status**
       * Verify account is active
       * Check if organization subscription is current
       * Confirm email address is correct
    3. **Browser Issues**
       * Clear cookies and cache
       * Disable password managers temporarily
       * Try incognito/private browsing
  </AccordionItem>

  <AccordionItem title="SSO Problems">
    **Symptoms:**

    * SSO login redirects fail
    * "Authentication failed" errors
    * Stuck on login page

    **Solutions:**

    1. **Check SSO Configuration**
       * Verify SSO is enabled for your organization
       * Check identity provider settings
       * Confirm user exists in IdP directory
    2. **Clear SSO Session**
       * Log out of all identity provider sessions
       * Clear browser data
       * Try direct login URL
    3. **Contact IT Admin**
       * Verify user permissions in IdP
       * Check SAML/OIDC configuration
       * Review audit logs for failures
  </AccordionItem>
</Accordion>

### Permission Denied Errors

<CardGroup cols={2}>
  <Card title="Meeting Access" icon="calendar">
    **Common Scenarios:**

    * Can't join private meetings
    * Missing meeting history
    * Limited feature access

    **Solutions:**

    * Request access from meeting organizer
    * Check team membership
    * Verify subscription level
    * Review privacy settings
  </Card>

  <Card title="Integration Access" icon="plug">
    **Common Scenarios:**

    * Can't connect external tools
    * Integration setup fails
    * Sync permissions denied

    **Solutions:**

    * Check admin permissions
    * Verify OAuth scopes
    * Review organization policies
    * Contact system administrator
  </Card>
</CardGroup>

## Performance Issues

### Slow Loading Times

<Tabs>
  <Tab title="Dashboard Loading">
    **Symptoms:**

    * Dashboard takes long to load
    * Widgets not appearing
    * Timeout errors

    **Solutions:**

    ```bash theme={null}
    1. Browser Optimization
       - Update to latest browser version
       - Clear cache and cookies
       - Disable unnecessary extensions
       - Close unused tabs

    2. Network Issues
       - Check internet connection speed
       - Try different network if possible
       - Use wired connection vs. WiFi
       - Contact IT about firewall/proxy issues

    3. Account Optimization
       - Reduce number of dashboard widgets
       - Archive old meetings
       - Clean up saved searches
       - Optimize integration settings
    ```
  </Tab>

  <Tab title="Meeting Processing">
    **Symptoms:**

    * Long delays for transcription
    * Summaries taking hours to generate
    * Action items not appearing

    **Solutions:**

    ```bash theme={null}
    1. Check Processing Queue
       - View meeting processing status
       - Wait for current processing to complete
       - Avoid starting multiple meetings simultaneously

    2. Meeting Optimization
       - Use shorter meeting durations when possible
       - Ensure good audio quality
       - Limit number of participants if feasible
       - Use supported meeting platforms

    3. Subscription Limits
       - Check processing quota usage
       - Upgrade plan if needed
       - Review priority processing options
    ```
  </Tab>
</Tabs>

## Mobile App Issues

### App Not Working

<CardGroup cols={2}>
  <Card title="iOS Issues" icon="mobile">
    **Common Problems:**

    * App crashes on startup
    * Features not working
    * Sync issues

    **Solutions:**

    * Update to latest app version
    * Restart device
    * Check iOS version compatibility
    * Reinstall app if needed
  </Card>

  <Card title="Android Issues" icon="mobile">
    **Common Problems:**

    * Permission errors
    * Background sync failing
    * Notification issues

    **Solutions:**

    * Check app permissions
    * Disable battery optimization
    * Update Android OS
    * Clear app cache and data
  </Card>
</CardGroup>

### Sync Problems

<Steps>
  <Step title="Check Connection">
    **Network Verification**

    * Ensure stable internet connection
    * Try switching between WiFi and cellular
    * Check if other apps sync properly
    * Verify no VPN interference
  </Step>

  <Step title="Force Sync">
    **Manual Refresh**

    * Pull down on home screen to refresh
    * Log out and back in
    * Check sync status in settings
    * Wait for background sync to complete
  </Step>

  <Step title="Reset if Needed">
    **Last Resort Options**

    * Clear app cache (Android)
    * Reinstall app
    * Contact support for account reset
    * Verify data backup before resetting
  </Step>
</Steps>

## Data & Export Issues

### Missing Meeting Data

<Accordion>
  <AccordionItem title="Partial Data Loss">
    **Symptoms:**

    * Some meetings missing from history
    * Incomplete transcriptions
    * Missing action items or summaries

    **Recovery Steps:**

    1. **Check Archive Status**
       * Look in archived meetings section
       * Check if data was accidentally archived
       * Review deleted items if available
    2. **Verify Processing**
       * Check if meeting finished processing
       * Look for processing error messages
       * Try reprocessing if option available
    3. **Contact Support**
       * Provide meeting details and timestamps
       * Request data recovery assistance
       * Check if backup restoration is needed
  </AccordionItem>

  <AccordionItem title="Export Failures">
    **Symptoms:**

    * Export downloads fail
    * Corrupted export files
    * Missing data in exports

    **Solutions:**

    1. **Try Different Formats**
       * Switch between PDF, DOCX, CSV formats
       * Export smaller date ranges
       * Use different browsers
    2. **Check Permissions**
       * Verify export permissions
       * Check file size limits
       * Review data access rights
    3. **Alternative Methods**
       * Use API for programmatic access
       * Export individual meetings
       * Contact support for bulk exports
  </AccordionItem>
</Accordion>

## Getting Additional Help

### Before Contacting Support

<Warning>
  **Information to Gather**: Having the right information ready speeds up support resolution significantly.
</Warning>

**Essential Information:**

* Meeting ID or URL where issue occurred
* Exact error messages (screenshots helpful)
* Browser/device information
* Steps to reproduce the issue
* Time and date when issue occurred

### Support Channels

<CardGroup cols={3}>
  <Card title="Knowledge Base" icon="book">
    **Self-Service Resources**

    * Comprehensive documentation
    * Video tutorials
    * FAQ sections
    * Community forums
  </Card>

  <Card title="Live Chat" icon="message">
    **Immediate Assistance**

    * Available 24/7
    * Technical support specialists
    * Screen sharing capabilities
    * Real-time troubleshooting
  </Card>

  <Card title="Email Support" icon="envelope">
    **Detailed Issues**

    * Complex technical problems
    * Account and billing issues
    * Feature requests
    * Bug reports with logs
  </Card>
</CardGroup>

### Escalation Process

<Steps>
  <Step title="Level 1 Support">
    **Initial Contact**

    * Basic troubleshooting
    * Account verification
    * Common issue resolution
    * Documentation assistance
  </Step>

  <Step title="Level 2 Support">
    **Technical Specialists**

    * Complex integration issues
    * Advanced feature problems
    * Performance optimization
    * Custom configuration help
  </Step>

  <Step title="Level 3 Support">
    **Engineering Team**

    * Product bugs and fixes
    * Feature development requests
    * System architecture issues
    * Security-related problems
  </Step>
</Steps>

***

<Info>
  **Prevention is Better**: Many issues can be prevented by following best practices, keeping software updated, and regular system maintenance. Check our [Performance Optimization](/optiverse/support/performance-optimization) guide for proactive tips.
</Info>

**Related Resources:**

* [Performance Optimization](/optiverse/support/performance-optimization) - Keep your system running smoothly
* [Contact Support](/optiverse/support/contact-support) - Get personalized help
* [Data Recovery](/optiverse/support/data-recovery) - Recover lost information